Program Coordinator

The Program Coordinator supports the successful execution of fleet asset installation projects by partnering closely with the Project Manager to plan, track, and coordinate daily activities. This role will be responsible for efficiently coordinating fleet vehicle retro-fits of company products nationally. This role plays a critical part in communication between sites and installation teams, dispatch coordination, and ensuring installations are completed efficiently and accurately. The ideal candidate is highly organized, motivated, and detail-oriented, with the ability to manage multiple priorities in a fast-paced environment.

Key Responsibilities:

• Support project planning and scheduling activities across multiple installation sites.
• Coordinate fleet readiness, including vehicle tracking, allocation, and utilization.
• Coordinate complex vehicle upfitting schedules to ensure timely deployment and alignment with project timelines.
• Assist with budget tracking, invoicing, and financial reporting to ensure cost control and accuracy.
• Maintain detailed project documentation, including timelines, status updates, and installation records.
• Prepare and distribute daily reports on project status, fleet readiness, and installation progress.
• Partner with dispatch teams to coordinate installation schedules, routing, and resource availability.
• Communicate with vendors, field teams, and internal stakeholders to ensure alignment and timely execution.
• Track project progress, identify risks or delays, and escalate issues as needed.
• Provide administrative and operational support to the Project Manager and broader program team.
• Monitor location of parts in the warehouse.
• Ability to recognize and address inventory shortages for upcoming shipments and processing Return Material Authorizations.
• Exceed customer service expectations with timely and accurate responses to requests.

Required Qualifications & Skills

• Bachelor’s degree or equivalent experience in Logistics, Business, Finance, or a related field.
• 2–4+ years of experience in coordination, logistics, fleet management, or project support.
• Experience with fleet operations and dispatch coordination.
• Strong financial acumen, including budgeting, invoicing, and cost tracking.
• Highly organized, detail-oriented, and able to manage multiple priorities in a fast-paced environment.
• Strong communication and problem-solving skills with a proactive, solutions-driven approach.
• Proficiency in Excel and project tracking tools (e.g., Smartsheet, CRM).

Travel: 5 to 10% travel during project deployment